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STATE OF NEW YORK

Division of Military and Naval Affairs


HEADQUARTERS NEW YORK GUARD
330 OLD NISKAYUNA ROAD
LATHAM, NY 12110-2224

NYSG-DCS ( 7050 ) 20 January 2001

MEMORANDUM FOR Headquarters, Army Division, NYG, ATTN: NYSG-AR-COS, Bldg. 119, Camp Smith,
Cortlandt Manor, NY 10567-5000
Headquarters, Air Division, NYG, ATTN: NYSG-AD/CS, 330A Old Niskayuna Road,
Latham, NY 12110-2224

SUBJECT: RENTAL VEHICLE PROCEDURES

1. Vehicles rented for NYG mission purposes are subject to the following documentation procedures pending their
codification in NYG Directive 7050, Purchasing Procedures, to be published.

2. Request for rental vehicle, to include all required documentation, must be received at NYG Headquarters not less
than 10 working days prior to requested pick-up of vehicle. All rentals are done by State Purchase Order (AC-130)
prepared by HQ NYG. and this lead time is required for rental vendor advance reservation requirements to ensure
vehicle availability, allow for processing of AC-130 by the DMNA Budget & Finance Directorate (MNBF), and allow
for transmittal of AC-130 and confirmation to unit POC. Failure to meet this suspense requirement may result in an
inability to secure the requested rental. Requests received 72 hours or less from planned pick-up may be returned
without action. Unscheduled emergency requirements will be processed but can not be guaranteed.

a. The documentation must include a copy of the NYG Form 800 authorizing this rental by the Division
Commander, and/or Commander NYG. Paragraph 1 will state the rental vehicle required, dates required, unit, and
mission to be performed. Paragraph 2 will include the estimated rental amount.

b. Additional documentation either in a memorandum through the MACOM Commander or through use of a
Division developed format (i.e.: Army Division's NYG Form AT2000 TO 1), must provide the following information:
(1) Unit requesting vehicle,
(2) Operator's rank, name, driver's license information, and phone number,
(3) Requested or recommended vendor with phone number and quoted rates, (State Contract Vendors are
available for standard rentals, contact NYG office for information)
(4) Type and size of vehicle requested,
(5) Person to be sent completed purchase order and confirmation data to include FAX number.

3. Additional requirements by the Chain-of-Command to include additional information, formats, or approvals by


Special Staff Officers are at the discretion of the MACOM; however, the suspense date to HQ NYG in paragraph 1 of
this correspondence must still be met.

FOR THE COMMANDER:


Digitally signed by Michael J. Stenzel
cn=Michael J. Stenzel, ou=JS, o=NYG, c=US
Date: 2001.01.19 12:40:44 -05'00'
Reason: I am the author of this document
Latham

MICHAEL J. STENZEL
COL, GS, NYG
Deputy Chief of Staff
CF: NYSG-CDR
NYSG-COS
NYSG-J4
MNSG-AO